Privacy Policy

1. Introduction

HMR Travel Turizm Organizasyon Tic. Ltd. Şti. ("HMR Travel," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, register for the 8th World Congress on Leishmaniasis (WorldLeish8), or use our services.

This policy is designed to comply with the Turkish Personal Data Protection Law No. 6698 (KVKK) and other applicable data protection regulations. By using our website and services, you acknowledge that you have read and understood this Privacy Policy.

2. Data Controller

The data controller responsible for processing your personal data is:

3. Data Collection

We collect different types of personal data depending on your interaction with us:

3.1 Participant Data

• Identity Information: Full name, title, academic degree
• Contact Information: Email address, phone number, postal address
• Professional Information: Institution/organization, department, job title, country
• Registration Details: Registration category, dietary requirements, accessibility needs
• Payment Information: Billing address, payment card details (processed securely by payment providers)
• Abstract Submissions: Research titles, co-authors, abstracts, presentation files
• Accommodation Preferences: Hotel selection, room type, check-in/check-out dates

3.2 Automatically Collected Data

• Device Information: IP address, browser type, operating system
• Usage Information: Pages visited, time spent, referring websites
• Location Data: General geographic location based on IP address
• Cookie Data: Information collected through cookies and similar technologies

4. How We Use Your Data

4.1 Service Provision

• Processing your registration and managing your participation
• Providing access to congress sessions, materials, and online platforms
• Managing abstract submissions and scientific program
• Arranging accommodation, transfers, and social events
• Processing payments and issuing invoices/receipts
• Issuing certificates of attendance and CME credits

4.2 Communication

• Sending registration confirmations and important updates
• Providing congress-related information (program changes, venue details)
• Sending newsletters and promotional materials (with your consent)

5. Legal Basis for Processing

6. Data Retention

7. Data Sharing

7.1 Congress Partners

• Scientific Committee: For abstract review and program planning
• Sponsoring Organizations: Only if you consent to receive sponsor communications
• Partner Associations: WorldLeish Organizing Committee, relevant medical societies

7.2 Service Providers

• Payment Processors: Secure payment processing partners
• IT Service Providers: Website hosting, database management, email services
• Hotels and Venues: For accommodation and event logistics

8. Cookies and Tracking Technologies

For more information, please see our Cookie Policy.

9. Data Security

• Encryption: TLS/SSL encryption for data transmission
• Access Controls: Role-based access with strong authentication
• Secure Storage: Encrypted databases and secure servers
• Regular Audits: Security assessments and vulnerability testing
• Staff Training: Data protection awareness programs

10. Your Rights Under KVKK

Under Article 11 of the Turkish Personal Data Protection Law (KVKK), you have the following rights:

11. International Data Transfers

As an international congress, we may transfer your personal data to countries outside of Türkiye. When transferring data internationally, we ensure appropriate safeguards are in place as required by KVKK Article 9.

12. Communications

We will send you essential communications related to your registration. With your consent, we may also send newsletters and promotional materials. You can opt out at any time by contacting info@hmr.com.tr.

13. Policy Updates

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date and notify registered users via email for significant changes.

14. Contact Information

1. Introduction

HMR Travel Turizm Organizasyon Tic. Ltd. Şti. ("HMR Travel," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, register for the 8th World Congress on Leishmaniasis (WorldLeish8), or use our services.

This policy is designed to comply with the Turkish Personal Data Protection Law No. 6698 (KVKK) and other applicable data protection regulations. By using our website and services, you acknowledge that you have read and understood this Privacy Policy.

2. Data Controller

The data controller responsible for processing your personal data is:

HMR Travel acts as the Professional Congress Organizer (PCO) for WorldLeish8 and processes personal data on behalf of the congress organizing committee in accordance with applicable laws.

3. Data Collection

We collect different types of personal data depending on your interaction with us:

3.1 Participant Data

When you register for the congress or pre-register for updates, we may collect:

• Identity Information: Full name, title, academic degree
• Contact Information: Email address, phone number, postal address
• Professional Information: Institution/organization, department, job title, country
• Registration Details: Registration category, dietary requirements, accessibility needs
• Payment Information: Billing address, payment card details (processed securely by payment providers)
• Abstract Submissions: Research titles, co-authors, abstracts, presentation files
• Accommodation Preferences: Hotel selection, room type, check-in/check-out dates

3.2 Automatically Collected Data

When you visit our website, we automatically collect:

• Device Information: IP address, browser type, operating system
• Usage Information: Pages visited, time spent, referring websites
• Location Data: General geographic location based on IP address
• Cookie Data: Information collected through cookies and similar technologies

3.3 Congress Recordings

During the congress, sessions may be recorded (audio/video) for educational and archival purposes. Photographs may also be taken during sessions and social events. By attending, you consent to being included in such recordings unless you specifically opt out at the registration desk.

4. How We Use Your Data

We use your personal data for the following purposes:

4.1 Service Provision

• Processing your registration and managing your participation
• Providing access to congress sessions, materials, and online platforms
• Managing abstract submissions and scientific program
• Arranging accommodation, transfers, and social events
• Processing payments and issuing invoices/receipts
• Issuing certificates of attendance and CME credits
• Providing customer support and responding to inquiries

4.2 Communication

• Sending registration confirmations and important updates
• Providing congress-related information (program changes, venue details)
• Sending newsletters and promotional materials (with your consent)
• Conducting post-congress surveys and feedback collection

4.3 Analytics and Improvement

• Analyzing website usage to improve user experience
• Evaluating congress success and planning future events
• Generating anonymized statistical reports

4.4 Legal Compliance

• Complying with legal obligations and regulatory requirements
• Protecting our rights and preventing fraud
• Responding to legal requests from authorities

5. Legal Basis for Processing

Under KVKK Article 5, we process your personal data based on the following legal grounds:

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Our retention periods are as follows:

After the retention period expires, your personal data will be securely deleted, anonymized, or destroyed in accordance with KVKK requirements.

7. Data Sharing

We may share your personal data with the following categories of recipients:

7.1 Congress Partners

• Scientific Committee: For abstract review and program planning
• Sponsoring Organizations: Only if you consent to receive sponsor communications
• Partner Associations: WorldLeish Organizing Committee, relevant medical societies

7.2 Service Providers

• Payment Processors: Secure payment processing partners
• IT Service Providers: Website hosting, database management, email services
• Hotels and Venues: For accommodation and event logistics
• Travel Agencies: For transfer arrangements (if requested)
• Badge and Certificate Printing: For congress materials

7.3 Legal Requirements

We may disclose your data to government authorities, law enforcement, or other parties when required by Turkish law or to protect our legal rights.

8. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience:

8.1 Types of Cookies We Use

8.2 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality. To opt-out of Google Analytics, you can install the Google Analytics Opt-out Browser Add-on.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

• Encryption: TLS/SSL encryption for data transmission
• Access Controls: Role-based access with strong authentication
• Secure Storage: Encrypted databases and secure servers
• Regular Audits: Security assessments and vulnerability testing
• Staff Training: Data protection awareness programs
• Incident Response: Procedures for handling data breaches

While we strive to protect your data, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security but are committed to maintaining industry-standard protections.

10. Your Rights Under KVKK

Under Article 11 of the Turkish Personal Data Protection Law (KVKK), you have the following rights regarding your personal data:

11. International Data Transfers

As an international congress, we may transfer your personal data to countries outside of Türkiye for the purposes described in this policy. Such transfers may occur when:

• Collaborating with international scientific partners
• Using cloud-based service providers
• Processing payments through international gateways
• Sharing information with co-organizers in other countries

When transferring data internationally, we ensure appropriate safeguards are in place as required by KVKK Article 9, including:

• Transferring to countries with adequate data protection (KVKK Board approved)
• Obtaining your explicit consent for transfers
• Implementing contractual safeguards with data recipients

12. Communications

12.1 Service Communications

We will send you essential communications related to your registration, including confirmation emails, payment receipts, program updates, and important congress information. These communications are necessary for service delivery and cannot be opted out of while you are registered.

12.2 Marketing Communications

With your consent, we may send you newsletters, promotional materials, and information about future events. You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Contacting us at info@hmr.com.tr
• Updating your preferences in your registration profile

13. Children's Privacy

Our services are primarily intended for adults. We do not knowingly collect personal data from children under the age of 18 without parental consent. If you believe we have inadvertently collected data from a child, please contact us immediately at kvkk@hmr.com.tr, and we will take steps to delete such information.

14. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will:

• Update the "Last Updated" date at the bottom of this policy
• Notify registered users via email for significant changes
• Post a prominent notice on our website

We encourage you to review this policy periodically to stay informed about how we protect your data.

15. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: